Please follow the steps outlined in this guide when submitting new digitization requests. For more information about ACE, please refer to the ACE Policies and Procedures for Colleges. If you have any questions, please email Lauren (lrupert@ocls.ca). 

1. Receiving Requests from Eligible Users

When you receive a request from an eligible ACE user, first check to see if the item has already been digitized. There are two places to check before moving forward with a digitization request:

a. Check if the item is already in ACE

• To check if the item is already in the ACE collection, you will need to log in to ACE using an admin token and search for the item. When you search, make sure you select “Everything” under availability and choose “Accessible Content” from the drop down collection menu to ensure you are only browsing ACE content:

Open

• If the item is already in the ACE collection and your college does have access, there is no need to submit a request.

• If the item is already in the ACE collection but your college does NOT have access, you will not be able to see any download buttons. If your college owns a physical copy of this item, follow the steps for submitting a request for items already in ACE.

  • Note that if you see a notice telling you that “this book is only available on our platform for the following institutions”, this means that access has been restricted because it is commercial content (i.e., provided by the publisher). Only those institutions who have received a copy from the publisher will have access, so these items are not eligible for access requests.

b. Check if the item is in the Internet Archive Print Disabled Collection

• If the item is not in the ACE collection already, check to see if it is in the Internet Archive Print Disabled Collection.

• If the item does exist in the Collection, follow the steps for submitting a request for items in the Print Disabled Collection.

If the item is NOT in the ACE collection or the Print Disabled Collection, follow the rest of the steps in this guide to prepare the item for digitization.

2. Locating a Scannable Copy

Once you have determined that the item does not exist in either collection, you will need to find a scannable copy to submit for digitization. To determine if an item is scannable, follow the Choosing a Scannable Copy guide.

Most of the time, a copy owned by your college will be in scannable condition. If you do not have a scannable copy, OCLS can source one for you. You will need to indicate this when submitting your request form in the ACE Staff Portal.

3. Submitting a Request in the ACE Staff Portal

For a step-by-step guide on submitting requests through the ACE Staff Portal, please see the ACE Staff Portal Request guide.

4. Preparing a Bookmark Slip 

Once you have submitted the digitization request and are ready to ship your item, you will need to prepare a bookmark slip (PDF bookmark slip; Word bookmark slip). Each item to be digitized requires its own bookmark slip. Please include the ISBN, the ACE request number, your institution, and your return shipping information.

If you do not have a scannable copy and OCLS is sourcing one for you, there is no need to fill out a bookmark slip.

5. Shipping the Book 

If you are submitting your own copy of the item for scanning, please note that you must include a return, prepaid waybill along with your item. If you are shipping multiple items, they should be packed together in one box. 

Please use the following address for your shipments:

Atten : Siena or Melica
Ace, Scholars Portal
Robarts Library, 7th floor
University of Toronto 
130 St George Street
Toronto, ON  M5S 1A5

If OCLS is sourcing a scannable copy for you, they will arrange for shipping. Please note that your college will be invoiced for the shipping amount.

Timeline for scanning

As of October 2020, Internet Archive does not anticipate any delays in scanning, so the usual 1-2 days for processing applies. Do keep in mind that shipping times may take longer than usual.